Policy Manual

Reciprocal Credit for Service

The University maintains a reciprocal agreement with the Hospital of the University of Pennsylvania (HUP) under which regular full-time service at HUP is counted as service at the University for an employee who transfers from HUP to the University.  Conversely, regular full-time service at the University is counted as service at HUP for an employee who transfers from the University to HUP.

The Vice President of Human Resources for the University of Pennsylvania, in consultation with the Provost, must approve any additional entities to this policy.

For questions regarding prior service credit, contact Human Resources at 215-898-7372 or benefits@hr.upenn.edu.  Credit for prior service is granted as outlined below. 

411.1 Definition:  Prior Service Credit

Prior service credit is granted where an individual with one or more years of regular full-time service terminates employment at HUP and then is employed at the University in a regular full-time position within 90 calendar days.

411.2 Introductory Period

Employees who transfer to the University are subject to an Introductory Period consistent with Policy 618 - Introductory Period.

411.3 Sick Leave

When an employee transfers to the University within 90 calendar days of termination of employment from HUP, up to 192 hours (equivalent up to 24 days) of accrued sick leave transfers with the employee and is credited to his/her sick leave balance at the University. Conversely, sick leave transfers when an employee leaves the University of Pennsylvania to begin employment at HUP.

411.4 Paid Time Off (PTO)

Prior service credit is recognized for calculation of the appropriate Paid Time Off accrual rate for the transferring employee. No PTO or vacation balances transfer with the employee to the University.

411.5 Tuition

Prior service credit is recognized for eligibility to participate in tuition benefits for employees and their eligible dependents consistent with the University policies for tuition assistance (See policies 406, 407, 408, 409).

411.6 Employer Contributions to Basic and Matching Plans

The University provides retirement benefits for all eligible employees. For employees eligible to participate in the Basic and Matching Plans, prior service credit is recognized for the plans' one-year waiting period

411.7 Continuous Service 

Certain benefits are based on continuous University service. Continuous service is defined as non-interrupted service with the University. Service at an approved entity will not be counted towards the continuous service requirement. University benefits that are based on continuous service include but are not limited to Retiree Medical and the calculation of pay continuation under the Position Discontinuation and Staff Transition (PDST) Program.

For example: Susan resigned from HUP after working six (6) years as a regular full-time employee.  Two (2) months after leaving HUP Susan was hired at the University.  The date of service that the University would use for the calculation of benefits based on continuous service would be the date that Susan began working with the University. 

411.8 University Staff Who Are Covered By Collective Bargaining Agreements

University staff covered by collective bargaining agreements should refer to the appropriate article in their contract. 

Policy Number: 411
Effective Date: 07/01/2016
Last Reviewed Date:  03/21/2019
Revised Date:  07/01/2019
Supersedes Policy Number(s): 402 (02/01/1978), 615 (07/01/1989), 411 (02/01/1990), 411 (04/15/2004)
Applicability:  All Regular Full-Time Staff
Cross-reference: Policy 404, Policy 406, Policy 407, Policy 408, Policy 409, Policy 410, Policy 607, Policy 612, Policy 613, Policy 618, Policy 628

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